Parliamentary Procedure

Parliamentary procedure, sometimes referred to as Robert’s Rules of Order, is a time-tested set of rules for conducting business meetings and public gatherings. Using these procedures as a guide helps create an atmosphere where everyone has an opportunity to be heard and decisions can be made without confusion.

Sample Agenda

Groups using parliamentary procedure usually follow a standard agenda, similar to sample that follows.

Call to Order – The chair says, “The meeting will please come to order.”

Quorum – A quorum is the number of members that must be present for business to be conducted. This number is usually outlined in the chapter’s bylaws.

Minutes – The secretary reads the minutes (notes) from the last meeting.

Officers’ Reports – This may be limited to a report from the treasure, but other officers may report at this time too.

Committee Reports – Representative of standing or permanent committee report first followed by any special or temporary committees.

Special Orders – This is the time to address important business previously designated for consideration during the meeting.

Unfinished Business – This is business left over from a previous meeting.

New Business – New topics are introduced.

Announcements – The assembly is informed of other subjects or events.

Adjournment – The meeting ends by a vote or general consent.

General Rules

All members have equal rights, privileges and obligations.

Only one person should speak at a time.

If you are given the right to speak by the chair, stand and identify yourself.

No member can speak twice on the same issue until everyone else wishing to speak has spoken on it once.

Remarks should be courteous in language and manner.

Personal comments should not be made.

Silence means consent.

All remarks must be directed to the chair.

Calling the meeting to order

The presiding officer or chair calls the meeting to order, usually with the aid of a gavel tap.

Making a motion

Obtain the floor by standing and addressing the chair. Wait to be recognized by the chair.

Properly state the motion, “I move that we revise the chapter bylaws.”

Wait for someone to second the motion and the chair to state your motion before proceeding.

Types of motions

Main motions introduce items to the membership for consideration. They cannot be made when another motion is on the floor. Main motions yield to privileged subsidiary and incidental motions.

Subsidiary motions change or affect how a main motion is handled.

Privileged motions bring up items that are urgent about special or important matters such as members or the organization rather than the items of pending business.

Incidental motions provide a means of questioning procedure concerning other motions and must be considered before the other motion.

Debate/Discussion

Obtain the floor and state your view of the issue in a non-offensive manner.

When Discussion Ends

Discussion on a motion may end when:

No one says anything.

A member says, “I call for the question.” This means that the member wants the motion brought to a vote.

The president decides that there has been adequate discussion.

Voting

The presiding officer should make it known what method of voting will be used. “All in favor say aye” or “all in favor raise your hand," etc.

Count both sides of the vote even if the vote seems to be unanimous.

Properly announce the result of the vote. “The motion passes” or “the motion fails.”

Adjournment

The motion to adjourn must be made when no one else has the floor. It must the await a second. A majority vote is required to pass this and is not debatable.